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Procedural Steps for the Student Affairs Committee

Course Registration Instructions and Rules
  1. Courses are registered by the student through electronic services via the academic system portal.
  2. If you encounter difficulty in registration, please consult your academic advisor.
  3. The course requested for registration must not conflict with another course in the class schedule, or have an unmet prerequisite.
  4. If the course requested for registration has a co-requisite course, both courses must be registered together.
  5. The course requested for registration must be within three consecutive levels in the student's plan (ensuring course registration progresses according to the study plan levels from lowest to highest).
  6. Vacant seats must be available in the requested section.
  7. Do not exceed the maximum registration limit for the permitted study load according to the student's study plan.
  8. A student expected to graduate during the semester is allowed to register for a maximum of 24 hours.
  9. When adding an elective course, it must be ensured that the elective course is from outside the student's study plan.
  10. Following email is very important for the student to review instructions and any new instructions.
  11. The student is allowed to submit a schedule adjustment request only once, through which they can apply for three academic movements (add course / drop course / switch section).
  12. Submitting the request does not mean it is accepted, and the request must be tracked via the academic system portal.
  13. When requesting to drop a course that is co-requisite with another, both courses will be automatically dropped together upon approval of the drop request for one of them.
  14. Reviewing the class schedule, committing to attend all registered courses, and following up on the class schedule during the registration period.
Steps for Executing a Course Registration Request Procedure
  • The student reviews the Financial Affairs Department.
  • The student registers courses according to the study plan and according to the announced course registration instructions and rules for the student, by logging into the student academic system portal on a date announced according to the approved academic calendar.
  • If the student encounters any problem in registration, the following can be followed:
    1. The student fills out the "Course Registration Form".
    2. The student gets the form approved by their academic advisor.
    3. The student submits the form to the Student Affairs Committee.
    4. The request is executed on the academic system by a member of the Student Affairs Committee.
Note:
  • If the student's study load is not completed according to the study plan due to a problem, the following is followed:
    1. The student sends an email to the Student Affairs Committee email explaining their problem.
    2. The request is referred to the responsible entity for approval after finding a solution to the problem in coordination with the department head and the Student Affairs Committee.
    3. The request is executed after approval by the academic system specialist.
    4. The student is contacted to inform them of the request result.
Steps for Executing a Course (Add and Drop) Request Procedure
  • The student drops and adds courses by logging into the student academic system portal on a date announced according to the approved academic calendar.
  • If the student encounters any problem in dropping and adding a course, the following can be followed:
    1. The student fills out the "Course Add and Drop Form".
    2. The student gets the form approved by their academic advisor.
    3. The student submits the form to the Student Affairs Committee.
    4. The request is executed on the academic system by a member of the Student Affairs Committee.
Steps for Executing a Request Procedure to Lift Deprivation from Taking a Course Final Exam
  • If the student's absence rate from attending courses exceeds 25% to less than 50% of lecture attendance, the following is followed:
    1. The student fills out the "Request Form to Lift Deprivation from Taking the Final Exam" for a course and attaches excuses for the lecture absence days, on a date announced according to the approved academic calendar.
    2. The student sends the request to the Student Affairs Committee via the committee's email.
    3. The request is presented to the College Council or its authorized representative to make a decision approving or rejecting the lifting of deprivation.
    4. If the Council or its authorized representative approves lifting the deprivation, the request is referred to the electronic system manager to execute the request and change the student's status in the course to regular.
    5. The student is contacted to inform them of the request result.
Steps for Executing an Alternative Exam Request Procedure for a Course
  • If the student is unable to attend the final exam in any of the semester courses due to a compelling excuse, the following is followed:
    1. The student fills out an "Alternative Exam Form" and attaches excuses for the reason of absence from the final exam, within two weeks from the date of the exam of the course in which the student was absent.
    2. The student sends the request to the Student Affairs Committee via the committee's email.
    3. The request is presented to the College Council to make a decision approving or rejecting it.
    4. If the Council approves the student's excuses and holding an alternative exam for them, the department head and members of the Final Exams Committee are contacted to prepare and organize an alternative exam for the student, on a date within the approved academic calendar.
    5. If approved, the student is contacted to inform them of the result of the request and the date of the alternative exam.
    6. After the student finishes taking the alternative exam, a member of the Exams and Control Committee assigned to supervise alternative exams hands over the student's answer sheet to the course professor for grading, receives it back, and returns it to the control room after grading is complete.
    7. The course professor fills out a grade modification form and gets it approved by the department head in order for the grade to be recorded.
    8. The grade modification form is submitted to the College Council for approval.
    9. After council approval, the grade modification form is referred to the electronic system manager for execution.
    10. The student is contacted to inform them of the result.
Steps for Executing a Semester Apology Request Procedure
  • The student may apologize for continuing to study a semester without being considered failed, by following the following:
    1. The student fills out the "Semester Apology Request Form", after verifying the student's identity, on a date announced according to the approved academic calendar.
    2. The form is approved by the Solutions Center, Admission and Registration Administration, and Financial Affairs Administration.
    3. The student sends the request to the Student Affairs Committee via the committee's email.
    4. The request is referred to the Dean of the College for approval.
    5. The request approved by the Dean of the College is referred to the Admission and Registration Administration to execute it in the electronic system and change the student's status to apologetic.
    6. The student is contacted to inform them of the request result.
Steps for Executing a Request Procedure to Apologize for Continuing a Course Study
  • The student may apologize for continuing to study a course without being considered failed, by following the following:
    1. The student fills out a "Course Apology Form", after verifying the student's identity, on a date announced according to the approved academic calendar.
    2. Approval of the form by the academic advisor and department head.
    3. The student sends the request to the Student Affairs Committee via the committee's email.
    4. The request is referred to the Dean of the College for approval.
    5. The request approved by the Dean of the College is referred to the Admission and Registration Administration to execute it in the electronic system.
    6. The student is contacted to inform them of the result of the request.
Steps for Executing a Semester Study Postponement Request Procedure
  • The student may apply for a study postponement request prior to the start of the semester, by following the following:
    1. The student fills out the "Study Postponement Form", after verifying the student's identity, on a date announced according to the approved academic calendar.
    2. The form is approved by the Admission and Registration Administration and Financial Affairs Administration.
    3. The student sends the request to the Student Affairs Committee via the committee's email.
    4. The request is referred to the Dean of the College for approval.
    5. The request approved by the Dean of the College is referred to the Admission and Registration Administration to execute it in the electronic system.
    6. The student is contacted to inform them of the request result.
Steps for Executing a Re-enrollment Request Procedure for a Student Interrupted from Study or Academically Dismissed
  • A student whose enrollment has been folded due to interruption from study, withdrawal, or cumulative GPA dropping below (2.00 / 5.00) can apply for re-enrollment, by following the following:
    1. The student whose enrollment was folded applies for re-enrollment before the start of the semester in which they wish to register.
    2. The student fills out the "Study Re-enrollment Form".
    3. The form is approved by the Solutions Center.
    4. The student sends the request to the Student Affairs Committee via the committee's email on an announced date according to the approved academic calendar.
    5. The request is presented to the College Council to make a decision approving or rejecting it.
    6. If the College Council approves re-enrollment, the approval is referred to the Admission and Registration Administration to execute it in the electronic system and change the student's status to regular.
    7. The student is contacted to inform them of the result of the request.
Note:
  1. If four or more semesters have passed since the student's enrollment was folded, the request is raised to the Board of Trustees with a recommendation from the College Council to re-enroll.
  2. If the student has received a maximum of three consecutive warnings due to their cumulative GPA dropping below (2.00 / 5.00), the request is raised to the Board of Trustees with a recommendation from the College Council to grant the student a fourth chance.
Steps for Executing a Request Procedure for Re-correcting Final Exam Answer Sheets
  • The student may apply for a request to re-correct the final exam answer sheet, by following the following:
    1. The student pays the re-correction request fees.
    2. The student fills out a "Re-correction Form", on a date announced within the approved academic calendar.
    3. The student sends the request to the Student Affairs Committee via the committee's email.
    4. The request is presented to the College Council to take necessary action.
    5. If the re-correction request is approved, the College Council forms a committee of three faculty members to re-correct the answer sheet, and the committee submits a report thereon to the College Council for ruling, and the Council's opinion is considered final.
    6. If the grade modification is approved, it is submitted to the electronic system administration according to the approved form to modify a course result grade.
    7. The student is contacted to inform them of the request result.
Steps for Executing a Request Procedure to Modify a Student's Grade in a Course
  • In the event that a student's grade in a course is modified based on taking an alternative exam, re-correction, or modification of an incomplete grade (IC), the following is followed:
    1. The course professor fills out and signs the "Student Grade Modification Form" and explains the justification for modification.
    2. The form is approved by the department head.
    3. The request is presented to the College Council to make a decision approving or rejecting it.
    4. If the College Council approves the grade modification, the approved request is referred to the electronic system administration to execute it and modify the grade.
    5. The student is contacted to inform them of the result of the request.
Steps for Executing a Course Equivalency Request Procedure
  • The course equivalency request procedure is executed for a student transferring to Onaizah Colleges by following the following:
    1. The student submits the academic transcript of the college they studied at to the Admission and Registration Administration at Onaizah Colleges.
    2. The Admission and Registration Administration at the colleges refers the student's academic transcript to the Student Affairs Committee.
    3. The Student Affairs Committee refers the student's academic transcript to the department head to conduct and approve the equivalency by the Dean of the College.
    4. The department head refers the equivalency approved by the Dean of the College to the Student Affairs Committee to register it via the academic system.
    5. After registering the equivalent courses for the student in the academic system, the Student Affairs Committee contacts the department head to approve the equivalent courses in the academic system.
    6. The student is contacted to inform them of the number of equivalent hours and to complete the class schedule registration procedures.
Steps for Executing a Request Procedure to Attach a Course Equivalency to a Previous Equivalency
  1. The student submits the academic transcript of the college they studied at and their previous equivalency pertaining to Onaizah Colleges to the Student Affairs Committee.
  2. The Student Affairs Committee refers the request to attach a course equivalency to a previous equivalency to the department head to review the request.
  3. If new courses are equivalenced for the student, the department head refers the form to the Dean of the College for approval.
  4. The department head refers the form approved by the Dean of the College to the Student Affairs Committee to add the courses for the student in the academic system.
  5. The Student Affairs Committee contacts the department head to approve the equivalent courses in the academic system.
  6. The student is contacted to inform them of the result.
Steps for Executing a Request Procedure to Transfer from One College to Another Within the Colleges
  1. The student fills out the "Transfer from One College to Another Form", after verifying the student's identity, on a date announced according to the approved academic calendar.
  2. The form is approved by the Admission and Registration Administration, academic advisor, department head, and Financial Affairs Administration.
  3. The student obtains the approval of the Dean of the college transferring to.
  4. The student obtains the approval of the Dean of the college transferring from.
  5. After completing the request, it is sent to the Admission and Registration Administration to execute it in the electronic system and change the student's major.
  6. The student is contacted to inform them of the request result.
Steps for Executing a Request Procedure to Transfer from One Major to Another Within the College
  1. The student fills out a "Major Change Form", after verifying the student's identity, on a date announced according to the approved academic calendar.
  2. The form is approved by the Admission and Registration Administration, academic advisor, department head, and Financial Affairs Administration.
  3. The student sends the request to the Student Affairs Committee via the committee's email.
  4. The request is referred to the Dean of the College for approval.
  5. The request is referred to the Admission and Registration Administration to execute it in the electronic system and change the student's major.
  6. The student is contacted to inform them of the result of the request.
Steps for Executing a Request Procedure to Register Additional Hours for a Student Expected to Graduate
  1. The student fills out the "Request Form to Add Hours for a Graduating Student", on a date announced according to the approved academic calendar.
  2. The Student Affairs Committee inquires about the number of remaining hours for the student and signs the form, provided that the number of these hours does not exceed a maximum of 24 hours, and 10 hours in the summer semester.
  3. The student gets the form approved by the academic advisor, department head, and Financial Affairs Administration.
  4. The student sends the request to the Student Affairs Committee via the committee's email.
  5. The request is referred to the Dean of the College for approval.
  6. The request is referred to the electronic system manager to register courses for the student among available courses for registration.
  7. The student is contacted to inform them of the request result.
Steps for Executing a Request Procedure to Study as a Visiting Student at Another University
  • For a student of Onaizah Private Colleges who wishes to study as a visitor at another university or colleges, they must follow the following:
    1. The student fills out the visiting student request form.
    2. The request is referred to the Dean of the College for approval and allowing the student to study as a visiting student.
    3. The approved request is referred to the Admission and Registration Administration to direct the student with an official letter to the university or colleges where they wish to study as a visiting student, on a date before the end of the first week of study.
Steps for Executing a Student Inquiry/Review Procedure
  • In the event that the student has any academic matter concerning them (outside approved forms), the following is followed:
    1. The student fills out the "Student Review Form" and writes the details of their subject.
    2. The student sends the request to the Student Affairs Committee via the committee's email.
    3. The request is referred to the Dean of the College or Vice Dean of the College to refer it to the competent authority to take necessary action and handle the student's request.
    4. The student is contacted to inform them of the result of the request.